Answer & greet
Picks up in your practice’s voice, no voicemail
For audiology & hearing care practices
The patient ready to do something about their hearing books the practice that picks up the phone.
Hearing patients call once they have decided to act, and many prefer the phone to a web form. If your front desk is in the booth, that appointment books elsewhere. We answer and book the evaluation.
Where a practice leaks revenue
Book the evaluation and fitting and recall patients for rechecks, with every call answered while your team is in the booth.
Every practice in this specialty loses the same four ways. None of them is a staffing problem you can hire your way out of, which is why they persist.
(01)
The new-patient evaluation books whoever answers
A first-time caller ready to address their hearing is a patient and a hearing-aid fitting in one, your highest-value call. When the desk is with a patient in the booth, it rings out and that evaluation books the practice that picked up.
(02)
Phone-first patients won’t leave a voicemail
Many hearing patients are older and call rather than fill out a form. They will not navigate a phone tree or leave a message. If nobody answers, they try the next practice.
(03)
‘Do you take my insurance, and what does it cost?’ stalls the booking
Patients want to know about coverage and cost before they commit to an evaluation or aids. When that answer waits on a callback that never comes, they move on to a practice that answered.
(04)
Rescreens and device follow-ups slip
Annual rechecks, rescreens, and device follow-ups keep patients hearing well and bring them back, but the recall depends on a busy team sending it, so it slips and the visit goes unbooked.
Five quiet signs your front desk needs backup
What that looks like on a normal day — five frames from the practice front desk, before and after the phone gets help.
Five quiet signs your front desk needs backup.
None of them look like emergencies. All of them cost you bookings.
Signs one and two.
The voicemail box fills up by Thursday. Callbacks slip from hours to days. Both mean calls are outrunning the desk.
Sign three.
After 6pm, callers hear a beep. The ones with urgent needs book with whoever picks up tonight.
Signs four and five.
Your front desk juggles walk-ins against ringing phones. And no-shows pile up because nobody had time to confirm.
What backup looks like.
Overflow and after-hours answered, bookings confirmed by text, and your team back to the people in the room.
What we build
Done-for-you automation tuned to how your practice actually runs. It lives on tools you own, so you always have the keys.
AI front-desk line
Answers every call in your practice’s voice while your team is in the booth. It qualifies the caller, answers insurance from a script you approve, and books the evaluation. Clinical questions go to your team.
Evaluation & fitting scheduling
Sends your booking link for evaluations and fittings, so the high-intent caller books themselves instead of waiting in a callback queue.
Missed-call text-back
When a call still rings out, it fires an instant text with your booking link, so the patient has a way to book without redialing the next practice.
Recall & device follow-up
Pulls the patients due for a recheck, a rescreen, or a device follow-up and sends the reminder by text and email on a cadence you set, then books the ones who reply.
What you get
If your practice misses __ patient calls a week, and a new patient is worth $__ across the evaluation and devices, here’s what’s slipping away. Run it with your own numbers.
- Patient calls missed per week — example: 8
- Value of a new patient (evaluation + devices) — example: $2,500
- Share of those calls a booked line could have caught — example: half
- Built in accounts you own — no lock-in
- A human approves before anything goes live
What’s included in the build?
- + Velaire Health AI Receptionist
- + AI Booking & Reminders
- + Automated Reactivation & Recall
- + Reviews & Reputation Autopilot
Take these as a way to show the framing, not figures we’re standing behind. The inputs that matter are the patient calls you actually miss and what a patient is worth across the evaluation and the devices that follow. Run those before you decide.
How it runs
Inbound call to booked evaluation
Starts when inbound call rings out or hits after-hours / lunch
01/05
Qualify the caller
New or existing patient, reason for the visit, insurance plan
02/05
Answer approved questions only
Insurance and hours; no clinical advice
03/05
Check availability
Reads open evaluation slots from your scheduler
04/05
Book & confirm
Writes the evaluation and sends an SMS confirmation
05/05
The outcome
Evaluation booked and confirmed, logged for your team
The stack
The build, tuned to
Audiology
Most practices start with the receptionist. The rest are separate builds, quoted on their own.
The receptionist · priced below
Velaire Health AI Receptionist
An AI receptionist on your number that answers after-hours and overflow calls, handles the routine questions from a script you approve, and sends the patient your booking link or hands the call to your team.
Separate builds · quoted on their own
AI Booking & Reminders
Two-way text and voice scheduling that books from your live calendar, then sends the reminders that keep patients from forgetting the visit.
Automated Reactivation & Recall
Brings back patients who are overdue for cleanings, annual exams, and follow-ups with recall campaigns that run on their own.
Reviews & Reputation Autopilot
Asks happy patients for a Google review at the right moment, watches for new ones, and drafts the replies, so your local ranking keeps climbing.
Pricing
Setup from $3,500
Most practice builds land in the $3K–$5K range. Your exact quote comes out of the free audit, after we scope the calls, tools and follow-up you actually need — no commitment before that.
Growth Leak Audit
See what missed calls and slow follow-up are costing this practice, built from your own numbers.
$0
always freeWhat’s included
- Missed-call leak estimate
- Follow-up gap review
- Personalized report
- No pitch unless the numbers justify it
Velaire Health Plans
The AI receptionist on your line. You hear a test agent on a forwarded number first; it goes live only after QA and your sign-off.
from $599
/mo + one-time setupCare plans
- Recovery $599/mo — after-hours missed-call coverage
- Growth $1,199/mo — 24/7 answering + booking workflow
- Pro $1,999+/mo — multi-location & advanced follow-up
Custom automation
Everything beyond the phones: the website patients book from, the automations between your tools, the marketing OS, and one view of what happened.
Quoted
per buildTypically includes
- Conversion website with AI built in
- Workflow automation between your tools
- Marketing OS & digital marketing
- Ops dashboard & reporting
FAQs
Fair questions
No. It handles scheduling and insurance from a script you approve, and routes anything clinical, like symptoms, sudden hearing loss, or device issues, to your staff. It does not diagnose or triage beyond the rules you set.
Yes. It answers in a natural voice with no phone tree, handles the call simply, or routes to a person. That is the point, so callers who would hang up on voicemail get a real booking instead.
These builds are HIPAA-aware and run on BAA-backed vendors, and by default we hold to a minimal data footprint, taking only what the system needs to book or route a caller. We’re glad to walk your office through exactly what data is touched before you commit. HIPAA-aware means built on BAA-backed vendors; it isn’t a substitute for your own compliance review.
No commitment up front. You start with a free Growth Leak Audit on your own numbers, then hear a test agent on a forwarded number within about three business days, before it ever touches your main line. Setup starts around $3,500 and tracks your call volume and integrations. Velaire Health care plans run $599/mo for after-hours recovery, $1,199/mo for full answering and booking, and $1,999+/mo once recall, follow-up, and reporting are included. It goes live only after QA passes and you approve it.
More verticals
We build the same engine
for other practices
Free · no commitment · personal reply in ~2 days
See where your practice
is leaking booked revenue
Find out which appointment calls your practice is missing and the devices and fittings riding on them, all before you spend a dollar.